Whether you assign customers to tables, staff, or other resources, you can serve them better by effectively tracking and managing the assignments with Waitlist Me. By using a dynamic representation of resources, Waitlist Me simplifies the amount of data needed in different scenarios, so you can make smarter decisions faster. Resource Management is part of Waitlist Me Pro
, and here is an overview video of how it works:
Customers can be assigned to one or more resources upon arrival or while waiting. When choosing assignments, any available resources will show at the top of the list in alphabetical order with a green status. Resources that are already assigned will have a red status and be sorted in order of how long they have been taken. So when things get busy you can see what is available or coming available soon much faster, since they will be at the top of the list.
If a customer is already assigned to a resource from the waitlist or as a reservation, the estimated serving time for that customer will show along with any notes that were added. Businesses that serve groups of customers can also define resource sizes and view those sizes in the status areas. For example a restaurant hostess seating a party could scan for open table sizes that would seat six or for smaller tables that could be combined.
Assignments – Grid View
The Assignment Grid view provides an intuitive way to get key information on assignments and availability at a glance. It also has several options for changing the sort order and levels of information displayed.
At the simplest level, the colors of the boxes show whether the resource is available or not, so it is easy to do a quick scan and find ones that are open. Across the bottom of the boxes are the resource sizes and time counters when it is in use. Depending your preferences and goals the resources can be sorted in a couple ways:
- ABC – Sorts alphabetically by name
- Time – Shows available resources first and then taken resources by how long they have been in use
- Size then ABC – Groups by resource sizes first and then alphabetically
- Size then Time – Groups by sizes first, then ones that are open, and then ones in use the longest
- Status then ABC – Groups by resource status first and then alphabetically
- Status then Time – Groups by resource status first, with the available (green) status first and then other statuses grouped and ordered by ones in use the longest.
- Section then ABC – Groups by section first and then alphabetically
- Section then Time – Groups by section first and then alphabetically
- Notes – Groups by any notes related to customers
The Grid view also has a control for changing the size of the boxes and amount of details displayed. For places with higher number of resources, the small size may work best to avoid scrolling, whereas for places with fewer resources the large or medium size might work better. The smallest size has all the main information, including the resource names, sizes, time occupied, and estimated times for upcoming customers. The medium size will also show the names for the customers scheduled and currently assigned to the resource, and the larger size will show any notes on these customers.
Sorting by section makes it simple to know the best place to seat your next customer. Each section is organized into lines that can be read from top to bottom, and left to right, like a book. Sections of tables can also be organized into different saved layouts to fit varying needs or times of day. For example, a restaurant manager might divide tables into six sections for a busy weekend night, and switch to a layout of only three sections for a regular day. The old way of using a floor map is deceptively complex. See more about how Waitlist Me makes section management
more intutitive, transparent, and fair by organizing key information so it is easy for anyone to read.
Assignments – List view
There is an option for seeing assignments in a list format. Just press the toggle in the upper right of the Assignment area to switch between Grid and List views. The resources in the list view are sorted to show available resources at the top and ones that have been taken the longest after that. In both the assignment views, selecting the assignment gives the option to clear the resource, and more options will be coming soon.
Assignments are integrated with the waitlist so that when a customer that has been assigned a resource is checked off the waitlist, that resource will automatically switch to taken in the assignment view. If a customer was using that resource it will switch them with the new customer without any additional steps.
Custom statuses give you the ability to set and track different states of occupied resources. For example you may want to mark resources that are waiting on an action like receiving a bill or ones that might be coming available soon.
To change a status in Waitlist Me, all you have to do is press on the resource and an action bar will appear at the bottom of the screen. This area shows information on customers currently occupying and waiting for the resource, and has actions for moving and clearing customers. Pressing on the status on the left will bring up a list of statuses, and selecting one will change the status and color of the resource. In the list view, just tap on the status color to change it.
The more you use Waitlist Me to manage assignments, the more data you will have on how well you are managing your resources, and there are a number of new downloadable reports that can be run in the Analytics section of the Waitlist Me site. Look for trends over time with the Assignment Overview, do deeper analysis with the more detailed data in the Assignment Logs, and see results split out by assignments and sizes in other reports.
Resources can be set up in the app settings as well as the online settings. Add and edit the resources you need and set the size for each resource. There is an option to require an assignment when adding the customer to the list so you don’t forget. You can also switch back to the simple resource entry method if you like.
From the “Manage Resources” area you can also press “Statuses” in the upper right to customize your statuses. In addition to the default “available” (green) and “occupied” (red) statuses, you can add four of your own statuses. Just add the names and move the sliders on the right to turn them on or off. Statuses will show alphabetically in the options when you select them, so you can set the naming accordingly. The green and red statuses for available and occupied resources are always required, and custom statuses are treated as states of an occupied resource.